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Workflows

Overview​

The Workflow module in Mysched offers powerful automation capabilities for managing appointments and streamlining business processes. With Workflow, you can automate actions related to appointments and trigger events based on specific conditions. This documentation provides a detailed overview of the Workflow module, its features, supported actions, triggers, and examples of use.

What is Workflow?​

Workflow allows you to automate actions related to appointments and build efficient business processes within Mysched. You can define workflows that perform specific tasks when certain conditions or events occur. For example, workflows can send emails to customers, notify staff via Telegram, change appointment statuses, send HTTP requests using webhooks, and more.

Supported Actions​

The following actions are supported by the Workflow module:

  • Sending Email: Automatically send emails to customers or staff.
  • Sending SMS: Use Twilio or Amazon SNS to send SMS notifications.
  • Sending WhatsApp Messages: Send messages via Twilio.
  • Sending Telegram Messages: Notify staff via Telegram.
  • Changing Appointment Status: Update the status of appointments automatically.
  • Sending HTTP(s) Requests (Webhook): Send HTTP requests via webhook for integration with external systems.

Supported Triggers​

The following events can trigger workflows:

  • New Appointment Added: When a new appointment is scheduled.
  • Appointment Rescheduled: When an appointment is rescheduled.
  • Appointment Status Changed: Trigger actions when the status of an appointment is updated (e.g., confirmed, canceled).
  • Appointment Ends: Trigger actions after the appointment ends or within a specified time frame.
  • New Customer Created: When a new customer profile is created in the system.

Creating Workflow Algorithms​

You can create multiple workflows, each with a combination of different triggers and actions. These workflows enable you to automate complex business processes and manage tasks more effectively.

Trigger Fields​

Each trigger comes with a set of fields that determine how it operates. For example, the Email trigger includes fields like:

  • To: Allows multiple email addresses, so emails can be sent to customers, staff, or specific contacts.
  • Subject: Customize the email subject using default keywords for personalization.
  • Body: Define the content of the email, with support for keywords and placeholders.
  • Attachment: Attach files or URLs generated from other Mysched add-ons.

Examples of Usage​

Here are some common use cases where workflows can simplify operations:

  • Appointment Confirmation: Automatically send confirmation emails or messages to customers when a booking is made.
  • Appointment Cancellation: Notify both customers and staff when an appointment is canceled.
  • Appointment Rescheduling: Inform all parties about changes to appointment times or dates.
  • Appointment Follow-up: Send follow-up messages to customers after appointments, encouraging repeat bookings or upselling additional services.
  • Document Sharing: Automatically send requested documents to staff or customers via Telegram.
  • Invoice Emailing: Automatically generate and send PDF invoices using the Workflow module and an invoice add-on.
  • Admin Notifications: Notify administrators via email when appointments are updated.
  • Service Reviews: Automatically request feedback from customers after an appointment.

Supported Filters​

You can apply filters to refine workflow execution and tailor actions for specific scenarios:

  • Location Filter: Apply workflows based on the appointment location (useful for businesses with multiple branches).
  • Service Filter: Target specific services with workflows, allowing different actions for different services.
  • Staff Filter: Trigger workflows for specific staff members, such as sending reminders or notifications to assigned staff.
  • Status Filter: Use the appointment status (scheduled, confirmed, canceled) to determine when workflows should trigger.
  • Called From: Specify if the workflow was initiated from the front-end booking panel or the admin dashboard.
  • Locale Filter: Customize workflows based on the language preferences of the customer for personalized communication.

Setting Up Workflows​

Follow these steps to create a workflow:

  1. Navigate to the Workflow Section: Go to the settings menu and find the Workflows tab.
  2. Select a Trigger: Choose the event that will activate the workflow (e.g., New Appointment Added, Appointment Rescheduled).
  3. Add Actions: Define the actions that should occur when the trigger is activated, such as sending an email or updating appointment status.
  4. Apply Filters (Optional): Use filters like location, service, or staff to further refine when the workflow should run.
  5. Save and Activate: Once your workflow is configured, save and activate it to begin automation.

Troubleshooting​

If your workflows are not performing as expected, here are some common troubleshooting steps:

  • Check Trigger Conditions: Ensure the correct trigger is selected and that conditions for the event are being met.
  • Verify Actions: Make sure that the actions, such as sending emails or changing appointment status, are properly configured.
  • Test Filters: If you have filters applied, verify that they are set correctly and not preventing the workflow from executing.
  • Check Logs: Use the logs or notification history to review if the workflow was triggered and if any errors occurred.

Conclusion​

The Workflow module in Mysched simplifies the automation of key business processes, allowing for efficient management of appointments, customer interactions, and internal tasks. By leveraging supported actions, triggers, and filters, you can create complex workflows that enhance your operations and improve customer satisfaction.